3Com Palmone V Organiser Instructions Manual
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Chapter 5 Page 133 Defining filter strings E-mail items are filtered based on the information contained in their To:, From:, and Subj: fields. The information that defines what your organizer is looking for is called a filter string. You create a filter string by listing the words you want your organizer to find and separating them with either a comma or a space. Each word in the filter string is joined by an implicit OR, so you do not need to enter logical connectors like AND or OR. To create a more complex filter, you can define filter strings for the To:, From:, and Subj: fields simultaneously. Your organizer joins the filter strings for these fields using an implicit AND; once again, you do not need to add the logical connector. Your organizer does that for you. For example, suppose you want to receive only e-mail items from John Smith ([email protected]) or Jack Jones ([email protected]) concerning the Apollo Project. You would create the following filter strings: In the To: field: [email protected], [email protected] In the Subj: field: Apollo Project Your organizer interprets this as, “Accept e-mail items about the Apollo Project from John Smith or Jack Jones. Do not accept e-mail items from other people. Do not accept e-mail items from John or Jack about any other subject.” When you define a string, note that your organizer searches for any instance of that sequence of characters. For example, if you create a filter that retrieves only e-mail items containing the string “info,” your organizer considers “info,” “rainforest” and “kinfolk” appropriate matches.Retrieve Only Msgs ContainingTells your organizer to include only the e-mail items that meet the criteria you define and to ignore all other e-mail items during synchronization. This filter has the potential to block more e-mail during synchronization because it downloads only one subset of e-mail.
Page 134 Communicating Using Your Organizer To define a filter string: 1. Tap a header field in the HotSync Options dialog box. 2. Enter your filter string, using commas or spaces to separate the words. Do not add connectors, such as AND or OR, between words in a string. 3. If your string exceeds the length of the field, tap the name of the field to display the Notes screen for that header field. For more information about header field Notes screens, see “Creating e-mail items” earlier in this chapter. 4. Tap Done to return to the HotSync Options dialog box. 5. Tap OK. High-priority e-mail The Retrieve All High Priority setting lets you retrieve e-mail items marked high-priority, even if those items would have been blocked by a defined filter. To retrieve high-priority e-mail items: 1. Tap the Filter box in the HotSync Options dialog box. Tap here to insert cursor Tap here Tap Done to return to HotSync Options Enter filter data
Chapter 5 Page 135 2. Tap the Retrieve All High Priority check box to select it. 3. Tap OK. Note:This setting is applicable only if your E-Mail application has the capacity to flag high-priority e-mail items. Truncating e-mail items The Truncate feature lets you set a point at which long e-mail items truncate when downloading to your organizer. By default, this Truncate value is 4,000 characters. By truncating long messages, you reduce the time it takes to synchronize your desktop E-Mail and Mail, as well as the amount of storage space e-mail uses on your organizer. Note:Truncation is separate and independent from filtering. To truncate e-mail items: 1. Tap Truncate in the HotSync Options dialog box. 2. Tap to select the truncation setting you want. The values range from 250 characters to 8,000 characters. Tip:If you select a low truncation value, you will have more room on your organizer to store e-mail items. 3. Tap OK. Tap check box Tap Truncate Tap to se lect maximum length
Page 136 Communicating Using Your Organizer Mail menus Mail menus are shown here for your reference, and Mail features that are not explained elsewhere in this book are described here. See “Using menus” in Chapter 1 for information about choosing menu commands. Message menus The Message menu varies depending on whether you are viewing an e-mail item, creating an e-mail item, or viewing the Message List. Options menus The Options menu varies depending on whether you are creating or editing an e-mail item. About Mail Shows version information for Mail. Message List New Message View Message Message List New Message
Chapter 5 Page 137 Beaming information Your Palm V organizer is equipped with an IR (infrared) port that you can use to beam information to another Palm Computing ® connected organizer that’s close by and also has an IR port. The IR port is located at the top of the organizer, behind the small dark shield. You can beam the following information between Palm Computing ® connected organizers: nThe record currently displayed in Date Book, Address Book, To Do List, or Memo Pad nAll records of the category currently displayed in Address Book, To Do List, or Memo Pad nA special Address Book record that you designate as your business card, containing information you want to exchange with business contacts nAn application installed in RAM memory To select a business card: 1. Create an Address Book record that contains the information you want on your business card. 2. Tap the Menu icon . 3. Tap Record, and then tap Select Business Card. 4. Tap Yes. To beam a record, business card, or category of records: 1. Locate the record, business card, or category you want to beam. 2. Tap the Menu icon . 3. Tap Record, and then tap one of the following: The Beam command for an individual record In Address Book only: Beam Business Card Beam Category 4. When the Beam Status dialog box appears, point the IR port directly at the IR port of the receiving organizer. Tip:For best results, Palm V organizers should be between 10 centimeters (approximately 4 inches) and 1 meter (approximately 39 inches) apart, and the path between the two devices must be clear of obstacles. Beaming distance to other Palm Computing ® connected organizers may be different.
Page 138 Communicating Using Your Organizer 5. Wait for the Beam Status dialog box to indicate that the transfer is complete before you continue working on your organizer. To beam an application: 1. Open the Applications Launcher. 2. Tap the Menu icon . 3. Tap App, and then tap Beam. 4. Tap the application you want to transfer. Note:Some applications are copy-protected and cannot be beamed. These are listed with a lock icon next to them. 5. Tap Beam. 6. When the Beam Status dialog box appears, point the IR port directly at the IR port of the receiving organizer. 7. Wait for the Beam Status dialog box to indicate that the transfer is complete before you continue working on your organizer. To receive beamed information: 1. Turn on your organizer. 2. Point the IR port directly at the IR port of the transmitting organizer to open the Beam Status dialog box. 3. Tap Yes. 4. Wait for the Beam Status dialog box to indicate that the transfer is complete, and then tap OK to display the new entry. Incoming records are placed in the Unfiled category. Tips on beaming information nYou can press the Address Book application button for about two seconds to beam your business card. nYou can set the full-screen pen stroke to beam the current entry. See “Pen preferences” in Chapter 7 for more information. nYou can use the Graffiti Command stroke /B to beam the current entry.
Chapter 6 Page 139 Chapter 6 Advanced HotSync® Operations HotSync® technology enables you to synchronize data between one or more Palm Computing ® connected organizers and Palm™ Desktop software or another PIM such as Microsoft Outlook. To synchronize data, you must connect your Palm V™ organizer and Palm Desktop software either directly by placing your organizer in the cradle or indirectly with a Palm V™ Modem or network. This chapter describes selecting HotSync options and performing a HotSync operation via a modem or network. See “Exchanging and updating data: HotSync operations” in Chapter 4 for information about performing your first and subsequent local HotSync operations. Selecting HotSync setup options You can choose when you want HotSync Manager to run, and you can adjust the local and modem HotSync settings. To set the HotSync options: 1. Click the HotSync Manager icon in the Windows system tray. 2. Choose Setup. 3. Click the General tab and select one of the following options:
Page 140 Advanced HotSync® Operations Tip:If you’re not sure which option to use, keep the default setting: Always available. 4. Click the Local tab to display the settings for the connection between your computer and the organizer cradle, and adjust the following options as needed.Always available Adds HotSync Manager to the Startup folder and constantly monitors the communication port for synchronization requests from your organizer. With this option, the HotSync Manager synchronizes data even when Palm Desktop software is not running. Available only when Palm Desktop software is runningStarts HotSync Manager and monitors requests automatically when you open Palm Desktop software. Manual Monitors requests only when you select HotSync Manager from the Start menu.
Chapter 6 Page 141 5. Click the Modem tab to display the modem settings and adjust the options as needed. See “Conducting a HotSync operation via modem” later in this chapter for more information. 6. If you are attached to a network, click the Network tab to display the network settings and adjust the options as needed. See “Conducting a HotSync operation via a network” later in this chapter for more information. 7. Click OK.Serial Port Identifies the port that Palm Desktop software uses to communicate with the cradle. This selection should match the number of the port to which you connected the cradle. Note:Your organizer cannot share this port with an internal modem or other device. See “Palm V components” in Chapter 1 if you have trouble identifying the serial port. Speed Determines the speed at which data is transferred between your organizer and Palm Desktop software. Try the As Fast As Possible rate first, and adjust downward if you experience problems. This setting allows Palm Desktop software and your organizer to find and use the fastest speed.
Page 142 Advanced HotSync® Operations Customizing HotSync application settings For each application, you can define a set of options that determines how records are handled during synchronization. These options are called a “conduit.” By default, a HotSync operation synchronizes all files between the organizer and Palm Desktop software. In general, you should leave the settings to synchronize all files. The only reason you might want to change these settings is to overwrite data on either your organizer or Palm Desktop software, or to avoid synchronizing a particular type of file because you don’t use it. In addition to the conduits for Date Book, Address Book, To Do List, Memo Pad, and Expense, Palm Desktop software includes System and Install conduits. The System conduit backs up the system information stored on your organizer, including Graffiti ® ShortCuts. Use the Install conduit to install applications on your organizer. To customize HotSync application settings: 1. Click the HotSync icon Ô in the Windows system tray (bottom- right corner of the taskbar). Tip:You can also click the HotSync command on the Palm Desktop software menu bar. 2. From the HotSync Manager menu, choose Custom. 3. Select the appropriate user name from the list. 4. Select an application in the Conduit list. 5. Click Change.